CCM Coordinator

Functional Title: CCM Coordinator

Responsibility Level/Grade: Coordinator / Grade H
Department/Project/PN: Country Coordinating Mechanism, Nepal
Work station: CCM Nepal Secretariat, DoHS, Teku Kathmandu
Incumbent’s Name: To Be Determined
Supervisor/Principal Evaluator/Title: CCM Nepal Chair

Background
The Country Coordinating Mechanism (CCM) is a national committee of voluntary members that submits funding applications to the Global Fund to Fight AIDS, Tuberculosis and Malaria, oversees the grants on behalf of their country and ensures alignment with the national response. The Secretariat of a CCM facilitates the mandate and supports the CCM in both the execution of its decisions and coordination of its activities. The roles and responsibilities of the CCM Secretariat shall be to assist the CCM to execute its core functions in the areas of Oversight, Engagement, Positioning and Operations.

JOB SUMMARY
Since 2002, Country Coordinating Mechanism (CCM) Nepal has been established as a central pillar of The Global Fund to Fight AIDS, Tuberculosis and Malaria (TGF) architecture to ensure country-driven, coordinated, and multi-sector processes for leveraging and effecting additional resources to reduce morbidity and mortality from HIV, Tuberculosis and Malaria. CCM Nepal is an independent entity that is closely guided by the Global Fund policy on structure and functions. As the cornerstone of its philosophy, CCMN brings together multiple stakeholders to collectively identify Nepal’s needs, be responsible for developing and submitting grant proposals, nominate the Principal Recipients (PR) and oversee implementation of Global Fund-supported projects.

The CCM Coordinator leads a CCM Secretariat and is accountable to the CCM. The CCM Secretariat supports the CCM to effectively implement a national disease strategy that pursues the goal of ending the diseases as pandemics by 2030. The CCM Secretariat facilitates the work of the CCM by enabling an effective governance mechanism using highly proficient political and technical skills. They maintain a repository of CCM documents, mediate in areas of dispute amongst members and act as an advisor for the CCM in-country. They also serve as a bridge between national stakeholders and the Global Fund Secretariat

The CCM Coordinator will work under the direct supervision of CCMN Chair and will coordinate with the Vice Chair of CCMN. The candidate is responsible for supporting CCMN organization and management, developing funding request & harmonization and oversight of grants among others. The candidate will liaise with the Principal Recipients, Civil Society Organizations, Global Fund, LFA, international partners, CCMN members and other stakeholders to ensure the smooth running of the CCMN secretariat.

The employee shall fully comply with safety and security procedure of CARE and should be accountable for it.

KEY RESPONSIBILITIES AND TASKS:
The role and responsibilities of the CCMN Coordinator includes but not limited to:

R1. Supporting CCM Nepal Organization and Management:

• Respond to the operational needs of CCMN, including ensuring all members are knowledgeable about Global Fund strategic and technical directives and guidelines, and enabling member engagement as required (coordinating logistics, facilitating participation, and circulating minutes).
• Lead the Secretariat team in supporting CCMN members and fulfilling its obligations to the Global Fund such as financial reporting on CCM Funding and adherence to CCM Eligibility Requirements.
• Manage and organize CCMN regular Board meetings, and support coordination of meetings of the CCMN Executive Committee; CCMN Oversight Committee; Working Groups, and CCMN constituencies’ and sub-constituencies’ meetings, as and when needed.
• Coordinate CCMN member orientation and trainings to new CCMN members or refresher trainings to CCMN members, including capacity building activities, through organizing induction, trainings and regional workshops, and liaising with various CCM constituencies and their representatives, including the Local Fund Agent (LFA), Principal Recipients (PR) and the government entities for HIV, TB and Malaria.
• Work in close collaboration with the CCMN Executive Committee, CCMN members and alternates, Oversight Committee and other Committees, National Programs, agencies and institutions represented on the CCMN and operations in the country, to support relevant harmonization and portfolio optimization.
• Management of CCM administrative procedures, to include tracking of financial records and monitoring of performance of CCMN, updating list of members, preparing the agenda of meetings, preparing minutes and circulating them to the CCM within defined time limits. Document all meetings, and all matters relating to policy concerns and formulations, problems and solutions.
• Establish and update CCMN foundation documents and committees terms of reference.
• Facilitate selection/election and appointment of CCMN members’ from constituency groups, including election of civil society representatives and selection/nomination from government sector. Ensure bylaws and processes for election/selection of all CCMN membership is properly followed.
• Coordinates appointment of CCMN and non-CCMN members to committees and working parties in accordance with approved terms of reference.
• Prepare an annual CCMN operational and funding plan for the CCMN’s approval.
• Ensure that the CCMN’s financial records are kept in accordance with the requirements of the Global Fund and other donors.
• Help the CCMN mobilize resources for its operations, including the preparation of financial reports for submission to specific donors.
• Help the CCMN with its routine reviews of its bylaws and standard operating procedures and submit any required changes to the CCMN for approval.
• Help the CCMN leadership ensure adherence to the CCMN’s bylaws by all members and advise the executive committee of any failures to comply with the bylaws.
• Help the CCMN chair and vice-chair (or executive committee) organize meetings of the
  CCMN and its committees by doing the following:
  a. Develop and disseminate meeting agendas.
  b. Invite members, alternates, and other participants.
• Other duties delegated by the CCMN Chair and/or Executive Committee.

R2. Development of Funding Request and Harmonization

• Under the CCM leadership, support all relevant aspects of the Global Fund access to funding processes -national strategic plan, gap analysis, request for funding design stages through the final signature of Global Fund grants by PRs – and ensure that all processes are documented, led and informed by appropriate data- based decision-making.
• Monitor the Global Fund’s website, notify the CCMN leadership about each call for proposals posted on the site, and download the application forms for each call for proposals.
• Assist the CCMN in identifying technical partners and other potential donors for the funding request preparation stage. Ensure that relevant expertise is available in the Technical Working Groups (TWG).
• Developing funding request work plan, budget and SOPs that complies with the CCMN’s governance or procedures manual.
• Facilitating a transparent PR selection process through calls for expression of interest and transparent review and assessment including issuing of public notices and sending invitations to NGOs.
• Facilitating liaising process with national and non-government agencies and development partners to ensure Global Fund activities are developed and implemented in close alignment with other efforts and to ensure that information for robust gap analyses is available based on National HIV, TB and Malaria Strategies and Plans;
• Ensuring the identification of any conflicts of interest (COIs) related to the country’s proposal preparation and, when necessary, the prompt application of the CCMN’s COI policy.
• Ensuring that the draft Global Fund proposal is circulated for review by CCMN members and participating stakeholders within the established time frame, and that the documents have all required signatures for submission.
• Coordinate timely responses to any Global Fund requests for clarification about the submitted proposals.
  10. Support the CCMN leadership in their communications and negotiations with the Global Fund, Local Fund Agent (LFA), and other donors.
• Facilitating the GF requirement of continuous compliance with all CCMN eligibility criteria.

R3. Oversight and implementation of the grants

• With the relevant resources from the Secretariat team, support the oversight committee in its mandate of gathering and analyzing grant and national data. Support the oversight committee in developing recommendations to CCM leadership to resolve bottlenecks or suggest solutions such as technical cooperation needs.
• Work with the oversight committee to ensure that a CCMN oversight work plan and budget are developed annually.
• Provide administrative and technical support to the oversight committee including support to the CCMN in selecting members to the oversight committee and coordinating CCMN oversight site visits.
• Collection of relevant information on in-country grants performance from Principal Recipients (PR), the Global Fund and other information sources and making it available for the oversight committee.
• Undertaking preliminary analysis of programmatic and financial information on grant performance. Synthesizing or repackaging grant performance information to support identification by the oversight committee members of key issues, trends and elements requiring CCMN intervention.
• Facilitating reporting by the oversight committee to the CCMN on grant performance, and
  communication and implementation of CCMN decisions on oversight.
• Work closely with the oversight committee, PRs and the CCM to analyse the contents of management letters (particularly for grants with B and C ratings), review the grant performance and recommend CCM on its implications for remedial actions and relevant adjustments.
• In coordination with the CT, assist the Oversight Committee in the development, costing and implementation of the annual oversight plan.

R4. Communication and Engagement

• Disseminate information to CCMN members on important plans, activities, and decisions from the wider health sector and national disease-specific policies that may affect the functioning of Global Fund grants.
• Monitor and support implementation of an annual communications that identifies audiences, messages, and mechanisms for CCMN communications and dissemination.
• Disseminate information on the Global Fund grants.
• Manage communications processes of the CCMN secretariat within and outside the Global Fund architecture in the country.
• Engage with senior government officials to promote the role of the CCM in the national health landscape.
• Ensure that credible and verified community input on the CCM is brought to high-level government discussions in order to drive a more informed response to the three diseases.
• Follow any CCMN recommendation to relay relevant information and decisions of sector-wide interest to key stakeholders in a timely manner.
• Manage the development, updating, and maintenance of an interactive website for the CCMN and the public that includes framework documents, minutes, proposals, and performance reports.

R5. Upholding CARE’s Core values and ensuring its principles

1. Comply and exercise organizational values and culture
2. Help to promote rights and good governance
3. Responsible for gender responsive behavior in all actions and decisions

Working conditions:
Based in CCM Nepal Secretariat

QUALIFICATIONS, EXPERIENCE & KEY COMPETENCIES

Preferred Qualification and Experience:

• Master’s degree in Public health or a related field with at least 7 years of experience in a management position in a government agency or a private-sector or civil-society organization.
• At least three years of experience in program development and planning with knowledge of and experience in contracting, grants administration, management systems, operational procedures, and financial management.
• Experience in process management, stakeholder management, networking, and organization of policy- related meetings, preferably in the health sector.
• At least two years of experience supervising administrative support staff members with knowledge and understanding of processes of the Global Fund is desirable.

Required Knowledge and Skills:

• Knowledge about Global Fund modalities and structures, in particular the CCM and PRs.
• Ability to supervise and train others, including staff members and organizational stakeholders.
• Demonstrated management skills including human resources, financial management and oversight.
• Familiarity with and understanding of public health issues, especially in respect of the TB, Malaria and HIV and Health Systems Strengthening.
• Proven ability to communicate and interact with high-level officials from the government,
  nongovernmental organizations (NGOs), and private-sector organizations.
• Exceptional communications, writing, and editing ability.
• Proficiency in written English to understand Global Fund communications.
• High degree of organization and initiative.
• Ability to work in teams, especially within a multi-cultural environment.
• Strong computer skills, good command over MS Office is essential.
• Solution-oriented.
• Sound decision-making skills.
• Results-oriented.
• Ability to be self-directed and take her/his own initiative.
• Ability to work to tight deadlines.

Performance Indicators

Competencies required:

• Communicating and sharing ideas and information – Able to present information and express opinions confidently to internal and external audiences
• Interpersonal sensitivity – Able to communicate with sensitivity and foster communication, actively listening to others
• Customer Focus – Able to provide service excellence to internal and external customers, stakeholders and partners
• Team work – Able to work effectively with other people within a work group
• Planning and organizing – Able to define work goals and objectives; develop and execute work plans; and contribute to the achievement of work group objectives
• Embracing and Valuing Diversity – Able to contribute effectively to a culture that positively values the diversity of people, values and ideas within CARE Nepal

Tagged as: Care Nepal, Coordinator, Kathmandu, NGO INGO